This is our gift to you, Happy New Year!!!
Consultant Team Confess a Secret
How A Brisbane NDIS Provider Just Reclaimed 768 Hours of Manual Admin Time Without Switching Systems, Hiring More VA's, or Risking Compliance
A group of consultancies who have been in the mud of manual admin work
confess their secret on how they have helped providers team with admin nightmare
Show Me How to Save 40+ Hours!
Are you an NDIS Provider spending 20+ hours/week on admin?
Do you feel your current “systems” are part of the problem, not the solution?
If yes → continue on
If not → This might waste your time
This is our gift to you, Happy New Year!!!
Attention NDIS Providers!!!
How A Brisbane NDIS Provider Just Reclaimed 768 Hours of Manual Admin Time Without Switching Systems, Hiring More VA's, or Risking Compliance
A group of consultancies who have been in the mud of manual admin work, confess their secrets on how they have reclaimed NDIS Providers hidden costs
Show Me How to Save 40+ Hours!
Are you an NDIS Provider spending 20+ hours/week on admin?
Do you feel your current “systems” are part of the problem, not the solution?
If yes → continue on
If not → This might waste your time
This is our gift to you, Happy New Year!!!
Consultant Team Confess a Secret
How A Brisbane NDIS Provider Just Reclaimed 768 Hours of Manual Admin Time Without Switching Systems, Hiring More VA's, or Risking Compliance
A group of consultancies who have been in the mud of manual admin work confess their secret on how they have helped providers team with admin nightmare
Show Me How to Save 40+ Hours!
Are you an NDIS Provider spending 20+ hours/week on admin?
Do you feel your current “systems” are part of the problem, not the solution?
If yes → continue on
If not → This might waste your time
Is your current method like this?
Is your current method like this?
Tedious
Tedious
Tedious
Your team is drowning in manual admin, copy-paste, retyping notes and approvals.
Every hour spent here is an hour they’re not supporting people.
Your team is drowning in manual admin, copy-paste, retyping notes and approvals.
Every hour spent here is an hour they’re not supporting people.
Your team is drowning in manual admin, copy-paste, retyping notes and approvals.
Every hour spent here is an hour they’re not supporting people.
Repetative
Repetitive
Repetative
Tasks get done twice… sometimes three times.
One tiny update triggers a chain of emails, calls and group chats that blow up your team’s day.
Tasks get done twice… sometimes three times.
One tiny update triggers a chain of emails, calls and group chats that blow up your team’s day.
Tasks get done twice… sometimes three times.
One tiny update triggers a chain of emails, calls and group chats that blow up your team’s day.
Unengaged
Unengaged
Unengaged
Your team is exhausted and mentally checked out.
They didn’t join the sector to complete spreadsheets.
Your team is exhausted and mentally checked out.
They didn’t join the sector to complete spreadsheets.
Your team is exhausted and mentally checked out.
They didn’t join the sector to complete spreadsheets.
Written by us at: Brisbane, Australia
Last Updated: December 22
Written by us at: Brisbane, Australia
Last Updated: December 22
Dear NDIS Provider,
I know you've been through hell and back to solve the one thing that keep your trapped in this vicious cycle of day-to-day operations.
Dear NDIS Provider,
if you would like to know how to completely destroy the manual admin work that you and your team have to face every single day
It's the tedious need to get the admin work done
Every.
Single.
Day.
that turns you and your teams brain into mush…
It's the tedious need to get the admin work done
Every.
Single.
Day.
that turns you and your teams brain into mush…
and you've tried everything
and you've tried everything
From new software that promised AI would “do it all.”
to
CRM's saying that they'll add AI to everything
From new software that promised AI would “do it all.”
to
CRM's saying that they'll add AI to everything
and so time and time again you've tried multiple different
things and found that manually doing the admin work
(as headache inducing as it is)
and so time and time again you've tried multiple different
things and found that manually doing the admin work
(as headache inducing as it is)
seems to be the best way to go about it.
seems to be the best way to go about it.…
but that also comes with it's own downsides.
taking a mind numbing amount of time to get done that it makes it impossible to scale and grow from.
but that also comes with it's own downsides.
taking a mind numbing amount of time to get done that it makes it impossible to scale and grow from.
I mean think about it.
One staff member spends 20 minutes completing a document.
Another 10 minutes re-entering it into software that wants it formatted differently.
Then 30 minutes checking and approving it.
I mean think about it.
One staff member spends 20 minutes completing a document.
Another 10 minutes re-entering it into software that wants it formatted differently.
Then 30 minutes checking and approving it.
That turns one admin task from 20 mins → 1 hour
CRAZY!
That turns one admin task from 20 mins → 1 hour
CRAZY!
and what if told you there are other Australia NDIS Providers have already found that "new system" to help them refund back 700+ hours of free time and $19,000+ in potential overhead cost back!
and what if told you there are other Australia NDIS Providers have already found that "new system" to help them refund back 700+ hours of free time and $19,000+ in potential overhead cost back!
And that was just from the last quarter!
And that was just from the last quarter!
Here's proof
Here's proof
So what did they do differently?
they found and discussed with us on AI Automated systems to help achieve the steps and functions that would normally need to be done by a VA or staff member.
So what did they do differently?
they found and discussed with us on AI Automated systems to help achieve the steps and functions that would normally need to be done by a VA or staff member.
Getting a grasp and understanding how this would work with their specific processes and tools with our Blueprints of their workflows.
Noticing the most friction prone parts of their process are and
Getting a grasp and understanding how this would work with their specific processes and tools with our Blueprints of their workflows.
Noticing the most friction prone parts of their process are and
what specific Automations to help solve it.
Of course they didn't need to build it,
or host it,
or maintain it
or even switch software's
what specific Automations to help solve it.
Of course they didn't need to build it,
or host it,
or maintain it
or even switch software's
and the rest is up to us to consult, build and maintain…
and the rest is up to us to consult, build and maintain…
So what kind of provider will your team thank you you for?
So what kind of provider will your team thank you you for?
Becoming one that adapts
or
Being one that stays the same?
Becoming one that adapts
or
Being one that stays the same?
You might even be at Compliance Risk with how your using AI right now!
You might even be at Compliance Risk with how your using AI right now!
Public AI platforms (like ChatGPT) don’t keep data in Australia. So every time notes, incidents or participant details get typed into them, you lose visibility and gain a untracked compliance risk your business is accountable for.
Public AI platforms (like ChatGPT) don’t keep data in Australia. So every time notes, incidents or participant details get typed into them, you lose visibility and gain a untracked compliance risk your business is accountable for.
When participant details are pasted into public AI tools, you lose tracking, oversight and NDIA-ready audit trails.
Without a safeguarded AI process, every team member becomes a potential data breach.
Improvised AI use exposes your participants and your business, because your workflows weren’t built to handle AI yet.
A lot of NDIS Providers may not know this but…
When participant details are pasted into public AI tools, you lose tracking, oversight and NDIA-ready audit trails.
Without a safeguarded AI process, every team member becomes a potential data breach.
Improvised AI use exposes your participants and your business, because your workflows weren’t built to handle AI yet.
A lot of NDIS Providers may not know this but…
When participant details are pasted into public AI tools, you lose tracking, oversight and NDIA-ready audit trails.
Without a safeguarded AI process, every team member becomes a potential data breach.
Improvised AI use exposes your participants and your business, because your workflows weren’t built to handle AI yet.
A lot of NDIS Providers may not know this but…
What the Mapping Session Contain
What the Mapping Session Contain
Admin Bottleneck Diagnosis
Admin Bottleneck Diagnosis
Admin Bottleneck Diagnosis
We first book in a call time so we can understand what exactly is happening in your backend processes.
Then mapping out what your goals are from this system addition as well as handling any questions that you might have along the way.
We first book in a call time so we can understand what exactly is happening in your backend processes.
Then mapping out what your goals are from this system addition as well as handling any questions that you might have along the way.
We first book in a call time so we can understand what exactly is happening in your backend processes.
Then mapping out what your goals are from this system addition as well as handling any questions that you might have along the way.
You’ll leave with a clear summary and next steps and more understanding about AI Automations
You’ll leave with a clear summary and next steps and more understanding about AI Automations
You’ll leave with a clear summary and next steps and more understanding about AI Automations
Expose the Real Bottlenecks
Expose the Real Bottlenecks
Expose the Real Bottlenecks
Since the processes and systems are primarily used by your team.
We want to talk to your team about the biggest bottlenecks they're facing and the specific steps that are stopping them from completing the goal.
Since the processes and systems are primarily used by your team.
We want to talk to your team about the biggest bottlenecks they're facing and the specific steps that are stopping them from completing the goal.
Since the processes and systems are primarily used by your team.
We want to talk to your team about the biggest bottlenecks they're facing and the specific steps that are stopping them from completing the goal.
We include your team so the system reflects your team works to get things done
We include your team so the system reflects your team works to get things done
We include your team so the system reflects your team works to get things done
Visual Automation Blueprint
Visual Automation Blueprint
Visual Automation Blueprint
Creating a mapped-out blueprint of how your systems currently run and how they could run, in terms of steps, functions and integrations with other tools.
Along with how much time and overhead cost would be saved by automating it.
All shown and sent to you to see for yourself and your team.
Creating a mapped-out blueprint of how your systems currently run and how they could run, in terms of steps, functions and integrations with other tools.
Along with how much time and overhead cost would be saved by automating it.
All shown and sent to you to see for yourself and your team.
Creating a mapped-out blueprint of how your systems currently run and how they could run, in terms of steps, functions and integrations with other tools.
Along with how much time and overhead cost would be saved by automating it.
All shown and sent to you to see for yourself and your team.
The blueprint will show the highest friction processes and what parts can be automated
The blueprint will show the highest friction processes and what parts can be automated
The blueprint will show the highest friction processes and what parts can be automated
Built Inside Your Existing Systems
Built Inside Your Existing Systems
Built Inside Your Existing Systems
This is the exciting part of actually developing and integrating the systems into your current software.
Letting it run in the background, as it helps save you and your team massive headaches.
This is the exciting part of actually developing and integrating the systems into your current software.
Letting it run in the background, as it helps save you and your team massive headaches.
This is the exciting part of actually developing and integrating the systems into your current software.
Letting it run in the background, as it helps save you and your team massive headaches.
All systems are designed to scale without locking you into new tools
All systems are designed to scale without locking you into new tools
All systems are designed to scale without locking you into new tools
Ongoing Reviews & Safeguards
Ongoing Reviews & Safeguards
Ongoing Reviews & Safeguards
We let it run and save the potential overhead cost and time that would have been spent.
We then check in on a consistent basis to get a review on how the systems are going and see if there's anything we can improve on.
We let it run and save the potential overhead cost and time that would have been spent.
We then check in on a consistent basis to get a review on how the systems are going and see if there's anything we can improve on.
Also going over any changes or new workflows/processes if needed
Also going over any changes or new workflows/processes if needed
Also going over any changes or new workflows/processes if needed
"I reconciled everything in just 6 hours this fortnight.
It used to take me 30 [hours]."
"I reconciled everything in just 6 hours this fortnight.
It used to take me 30 [hours]."
Operations Manager - In Mind Therapy
Operations Manager - In Mind Therapy
One Step at a Time
1
Understand First, Change Later
We learn your systems before doing anything, no sudden shifts.
2
Include the Whole Team
No one is left behind or forced into new processes.
3
Build Safe, Lasting Workflows
Simple changes that reduce workload, not add new work.
One Step at a Time
1
Understand First, Change Later
We learn your systems before doing anything, no sudden shifts.
2
Include the Whole Team
No one is left behind or forced into new processes.
3
Build Safe, Lasting Workflows
Simple changes that reduce workload, not add new work.
Checklists for our Sessions
All the things we provide in these sessions.
All the things we provide in these sessions.
Understanding you and your teams goals of what the systems will solve
Understanding you and your teams goals of what the systems will solve
Understanding you and your teams goals of what the systems will solve
An online call for you and your team to understand AI Automations
An online call for you and your team to understand AI Automations
An online call for you and your team to understand AI Automations
Building the custom systems that fit within your current softwares
Building the custom systems that fit within your current softwares
Building the custom systems that fit within your current softwares
Providing the resources to self process map for future systems
Providing the resources to self process map for future systems
Providing the resources to self process map for future systems
Timely updates to check on each system and how it's helping the team.
Timely updates to check on each system and how it's helping the team.
Timely updates to check on each system and how it's helping the team.
Using and developing on the software your currently using
Using and developing on the software your currently using
Using and developing on the software your currently using
Of course the checklist will adjust depending on your specific situation but for the most part these checks are the baseline.
Of course the checklist will adjust depending on your specific situation ,but for the most part these checks are the baseline.
Checklists for our Sessions
All the things we provide in these sessions.
All the things we provide in these sessions.
Solving the Admin Overload with More VA's and New CRM's
Solving the Admin Overload with More VA's and New CRM's
Solving the Admin Overload with More VA's and New CRM's
Understanding you and your teams goals of what the systems will solve
Understanding you and your teams goals of what the systems will solve
Understanding you and your teams goals of what the systems will solve
An online call for you and your team to understand AI Automations
An online call for you and your team to understand AI Automations
An online call for you and your team to understand AI Automations
Building the custom systems that fit within your current softwares
Building the custom systems that fit within your current softwares
Building the custom systems that fit within your current softwares
Providing the resources to self process map for future systems
Providing the resources to self process map for future systems
Providing the resources to self process map for future systems
Timely updates to check on each system and how it's helping the team.
Timely updates to check on each system and how it's helping the team.
Timely updates to check on each system and how it's helping the team.
Using and developing on the software your currently using
Using and developing on the software your currently using
Using and developing on the software your currently using
Solving the Admin Overload with Cleaner AI Automations
Solving the Admin Overload with Cleaner AI Automations
Solving the Admin Overload with Cleaner AI Automations
Understanding you and your teams goals of what the systems will solve
Understanding you and your teams goals of what the systems will solve
Understanding you and your teams goals of what the systems will solve
An online call for you and your team to understand AI Automations
An online call for you and your team to understand AI Automations
An online call for you and your team to understand AI Automations
Building the custom systems that fit within your current softwares
Building the custom systems that fit within your current softwares
Building the custom systems that fit within your current softwares
Providing the resources to self process map for future systems
Providing the resources to self process map for future systems
Providing the resources to self process map for future systems
Timely updates to check on each system and how it's helping the team.
Timely updates to check on each system and how it's helping the team.
Timely updates to check on each system and how it's helping the team.
Using and developing on the software your currently using
Using and developing on the software your currently using
Using and developing on the software your currently using
Of course the checklist will adjust depending on your specific situation but for the most part these checks are the baseline.
Of course the checklist will adjust depending on your specific situation ,but for the most part these checks are the baseline.
What we've done for other Providers
"Really enjoyed working with Optiease AI. Through their expertise and experience with AI and automation they have saved our business a lot of time and money."
Shania
Disability Support Australia (DSAU)
*all of this was from the last 6 months
Total hours saved
Potential operational costs saved
What we've done for other Providers
"Really enjoyed working with Optiease AI. Through their expertise and experience with AI and automation they have saved our business a lot of time and money."
Shania
Disability Support Australia (DSAU)
*all of this was from the last 6 months
Total hours saved
Potential operational costs saved
What we've done for other Providers
"Really enjoyed working with Optiease AI. Through their expertise and experience with AI and automation they have saved our business a lot of time and money."
Shania
Disability Support Australia (DSAU)
*all of this was from the last 6 months
Total hours saved
Potential operational costs saved
Our time with everyone
What do we actually go over in the call?
In the call we go over your current workflows and understanding, how you and your team work together, then go into mapping out the processes to help understand what areas would be more prone to leaks in unnecessary costs of time or money.
What do I walk away with?
After the call you will be walking away with a clearer understanding of AI systems in businesses and how you can adapt to using them.
How do I know this is for me?
Do you feel trapped within your own business? Do you feel like you are involved in processes where you are not growing the business? Do you see yourself spending time doing tasks over and over again without seeing a tangible result to it? If you answer “yes” to any of those questions it sounds like this session will help you understand how to remove yourself from working in the business.
What's the cost?
The cost of not using AI or Automation in your business will be that your team will burnout from the manual admin. Burnout of your team will also impact their productivity at work. Your participants will feel the impact of that lack of productivity and will also become impacted by it. Less people would want help from someone who cannot help themselves, and that is the reality. Ever wondered why plane safety demos tell you to put your oxygen mask on first then others?
Is this safe? What about participant data and compliance?
Yes! Everything is fully compliant. We don’t store or train on your data, and all automations run inside the secure platforms you already trust. No external databases. No risky AI uploads. No privacy compromises.
What do we actually go over in the call?
In the call we go over your current workflows and understanding, how you and your team work together, then go into mapping out the processes to help understand what areas would be more prone to leaks in unnecessary costs of time or money.
What do I walk away with?
After the call you will be walking away with a clearer understanding of AI systems in businesses and how your processes can adapt to using them.
How do I know this is for me?
Do you feel trapped within your own business? Do you feel like you are involved in processes where you are not growing the business? Do you see yourself spending time doing tasks over and over again without seeing a tangible result to it? If you answer “yes” to any of those questions it sounds like this session will help you understand how to remove yourself from working in the business.
What's the cost?
The cost of not using AI or Automation in your business will be that your team will burnout from the manual admin. Burnout of your team will also impact their productivity at work. Your participants will feel the impact of that lack of productivity and will also become impacted by it. Less people would want help from someone who cannot help themselves, and that is the reality. Ever wondered why plane safety demos tell you to put your oxygen mask on first then others?
Is this safe? What about participant data and compliance?
Yes! Everything is fully compliant. We don’t store or train on your data, and all automations run inside the secure platforms you already trust. No external databases. No risky AI uploads. No privacy compromises.
What do we actually go over in the call?
In the call we go over your current workflows and understanding, how you and your team work together, then go into mapping out the processes to help understand what areas would be more prone to leaks in unnecessary costs of time or money.
What do I walk away with?
After the call you will be walking away with a clearer understanding of AI systems in businesses and how you can adapt to using them.
How do I know this is for me?
Do you feel trapped within your own business? Do you feel like you are involved in processes where you are not growing the business? Do you see yourself spending time doing tasks over and over again without seeing a tangible result to it? If you answer “yes” to any of those questions it sounds like this session will help you understand how to remove yourself from working in the business.
What's the cost?
The cost of not using AI or Automation in your business will be that your team will burnout from the manual admin. Burnout of your team will also impact their productivity at work. Your participants will feel the impact of that lack of productivity and will also become impacted by it. Less people would want help from someone who cannot help themselves, and that is the reality. Ever wondered why plane safety demos tell you to put your oxygen mask on first then others?
Is this safe? What about participant data and compliance?
Yes! Everything is fully compliant. We don’t store or train on your data, and all automations run inside the secure platforms you already trust. No external databases. No risky AI uploads. No privacy compromises.
What's Included:
✅Calls with you and your team to understand what AI Automations can do and how it works in your specific situation.
✅Mapped out Blueprint of all the friction points that could be automated in your exact processes.
✅Building out your personalised systems
✅Sticking to the systems your currently using while also suggesting others for the desired goal.
✅Testing period to test the systems toughness (we won't leave until it can handle a Nuclear Bomb!)
➕More depending on your processes
What's Included:
✅Calls with you and your team to understand what AI Automations can do and how it works in your specific situation.
✅Mapped out Blueprint of all the friction points that could be automated in your exact processes.
✅Building out your personalised systems
✅Sticking to the systems your currently using while also suggesting others for the desired goal.
✅Testing period to test the systems toughness (we won't leave until it can handle a Nuclear Bomb!)
➕More depending on your processes
What's Included:
✅2-Full Workshops with your team about the system's we're implementing and how to understand them.
✅Resources to Roadmap your own future processes
✅Building out your personalised systems
✅Training your team to understand and build upon your new systems
✅Testing period to test the systems toughness (we won't leave until it can handle a Nuclear Bomb!)
➕More depending on your processes
Terms & Conditions
Privacy Policy
ABN: 496 954 772 77
© 2025 Optiease AI. - All Rights reserved.
For: Your Team
One Step at a Time
Calls & Maps
We learn your systems and map it out with automations in mind.
Step 1
We try and understand what your situations are like first before anything.
Team Inclusion
No one is left behind or forced into new processes.
Step 2
Getting everyone on the same page.
Building & Scaling
Simple changes that reduce workload, not add new work.
Step 3
Developing scalable systems that that work in the background.
One Step at a Time
Calls & Maps
We learn your systems and map it out with automations in mind.
Step 1
We try and understand what your situations are like first before anything.
Team Inclusion
No one is left behind or forced into new processes.
Step 2
Getting everyone on the same page.
Building & Scaling
Simple changes that reduce workload, not add new work.
Step 3
Developing scalable systems that that work in the background.